One of the best ways to achieve this kind of environment is through staff appraisals. These can be in the form of standardised forms on which you can set an overview of each employee’s role, including a statement of their main responsibilities, achievements and constructive suggestions for the future.
Staff appraisals might also be in the form of interviews. These should have a formal setting but it should be made clear the objective is not simply to judge past performance in order to put the staff at ease.
Sometimes the most useful outcome of staff appraisals is the feedback gained from talking with employees. Giving staff the opportunity to air their views outside of staff meetings can enable you to identify potential problems in the early stages.